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About the Role

The Program and Operations Manager provides essential day-to-day operational and administrative support to the Tobacco Control Alliance Director and the NYC Treat to Quit and NYC Smoke-Free teams. This grant-funded role ensures the department achieves its impact goals through efficient administrative management, operational oversight, and support for communication and outreach initiatives.

Responsibilities

• Provide administrative and operational support including travel arrangements, meeting logistics, purchasing, and clerical duties.
• Coordinate staff travel approvals, bookings, and reimbursements in compliance with PHS and State policies.
• Submit approval requests for media production, gear purchases, and event attendance to the State DOH contract manager.
• Manage vendor invoices and resolve payment issues with Accounts Payable and Purchasing teams.
• Maintain office filing systems, document tracking, and digital records of program inventory.
• Manage budget tracker spreadsheets and balance sheets for program expenditures.
• Assist the Director with vendor contracts via the PHS Agiloft system.
• Coordinate program-wide communications, training, and special events.
• Maintain program tools including calendars, databases, contact lists, and equipment inventories.
• Facilitate internal program workgroup meetings and tasks.
• Coordinate with the Facilities team for inventory and package management.
• Foster connections between NYC Smoke-Free, NYC Treat to Quit, and other PHS outreach staff.
• Manage program websites and social media accounts, including content creation.
• Support citywide outreach activities, events, and meetings.
• Assist with the implementation, logistics, and documentation of outreach events.
• Collaborate with volunteers, interns, and staff to support outreach.
• Manage Neighborhood Health Outreach SharePoint systems.
• Conduct presentations and provide educational resources on program initiatives.
• Attend mandatory local, regional, and state meetings and trainings.
• Stay informed on current tobacco control issues.

Requirements

• Bachelor’s degree in a related field.
• Minimum 4 years of experience in administrative operations support.
• Ability to perform administrative duties with speed and accuracy.
• Strong time management and organizational skills.
• Detail-oriented with the ability to work independently.
• Strong writing and communication skills.
• Ability to review, analyze, and interpret spreadsheets and tracking systems.
• Quality improvement mindset with the ability to suggest process enhancements.
• Ability to work in a fast-paced environment as a team player.
• Familiarity with New York City communities and neighborhoods.
• Ability to work flexible hours, including evenings and weekends.
• Ability to travel between NYC boroughs, across New York State, and potentially nationwide.
• Must reside in the tri-state area (NY, NJ, CT) by the start date.

Skills

• PC office tools (Windows, Word, Excel)
• Operational management
• Budget tracking
• Social media management
• Event coordination
• Process improvement
• Data documentation

Location

• New York City, NY
• Tri-state area (NY, NJ, CT)

Work Type

• Hybrid

Experience Level

• Minimum 4 years of experience

Education Level

• Bachelor’s degree

Benefits

• Hybrid work schedule
• Generous paid time off and holidays
• Comprehensive medical, dental, and vision insurance
• Flexible spending accounts
• Commuter benefits
• Company-paid life insurance
• Disability coverage
• 403(b) plan with employer matching and discretionary contributions
• College savings plan
• Ongoing professional training and development

About the Company

• Public Health Solutions (PHS) is the largest public health nonprofit serving New York City.
• Mission to improve health outcomes and support New Yorkers in achieving optimal health.
• Focus areas include food and nutrition, health insurance, maternal and child health, sexual and reproductive health, tobacco control, and HIV/AIDS.
• Operates through public-private partnerships and direct services to low-income families.